30 days old

Executive Assistant to the Dean of Libraries

Dartmouth College
Hanover, NH 03755
  • Job Code
    113687751
  • Jobs Rated
    93rd


Dartmouth College



Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.

Position Information

Position Title
Executive Assistant to the Dean of Libraries

Department
Library, Administration

Position Number
0043701

Position Purpose

The Executive Assistant to the Dean of Libraries provides high level administrative support to the Dean of Libraries, manages critical office functions and projects, and supports the activities and projects of the entire Library Leadership Team in a dynamic and evolving environment. This role has primary responsibility for all aspects of the Dean's calendar, including meeting preparation and follow-up. In addition, the role encompasses communications on behalf of and for the Dean of Libraries, including key aspects of grant management and donor relations.



SEIU Level
Not an SEIU Position

FLSA
Exempt

Employment Category
Regular Full Time

Department Contact for Cover Letter
Sue Mehrer

Special Instructions to Applicants

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.



Key Accountabilities

Key Accountabilities

Administrative support for the Dean of Libraries:

  • Manages all aspects of the Dean's schedule of appointments ensuring that details of meetings, including background materials, are provided well in advance, communicated accurately, and followed up if necessary. Coordinates the Dean's travel arrangements and logistics and processes the appropriate travel related financial forms. 25%
  • Prepares correspondence, reports, presentations, memoranda, briefings and other written materials for the Dean. Fully supports Library meetings, including minute-taking as required. 10%
  • Builds and maintains strong communications with key stakeholders, including the Office of the Provost, the Office of the President, Advancement Division and other Dartmouth departments, faculty, students, alumni and off-campus constituencies. 5%

Administrative support for the Library Leadership Team (Dean of Libraries; three Associate Librarians; Director of Management Services):

  • Maintains an annual calendar of actions needed and provides leadership for annual planning cycles and priorities to ensure effective time management. Provides project support for Leadership Team initiatives and programs. 15%
  • Assists the Dean and the Leadership Team in the donor relations and stewardship efforts of the Library, including coordination with the Development Office. Acts as a liaison with the Gift Recording Office regarding donations. Tracks, processes, acknowledges, and maintains financial records for gifts to the Library, utilizing online financial systems. 10%
  • Guided by the Director of Management Services, supports the Dean and the Leadership Team in financial reporting, including grant management. 5%

General Library Administration Office responsibilities:

  • Serves as the primary point of contact for inquiries and visitors, including answering, directing and/or screening incoming communications. Prioritizes, organizes, tracks and assures successful follow-up on inquiries, events and meetings. 10%
  • Serves as the records manager for Library Administration; organizes and manages print and digital records, correspondence and other files, including Library records stored at Records Management, with particular responsibility for the files of the Dean and donor/development files. 5%
  • Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.); is the office liaison to the Dartmouth Conferences and Special Events Office. Manages and maintains current information for business contacts, email distribution lists, and the Library Administration website as requested. Is the primary scheduler for Library conference rooms.10%
  • Ensures business continuity in their absence by clearly documenting Library Administration procedures, training other support staff as appropriate and providing regular refresher sessions. 5%
-- Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. -- Performs other duties as assigned

PI113687751

<br/><br/><b>Dartmouth College</b><br/><br/><br/><br/>Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.<br/><br/><b>Position Information</b><br/><br/><b>Position Title</b><br/>Executive Assistant to the Dean of Libraries<br/><br/><b>Department</b><br/>Library, Administration<br/><br/><b>Position Number</b><br/>0043701<br/><br/><b>Position Purpose</b><br/><p>The Executive Assistant to the Dean of Libraries provides high level administrative support to the Dean of Libraries, manages critical office functions and projects, and supports the activities and projects of the entire Library Leadership Team in a dynamic and evolving environment. This role has primary responsibility for all aspects of the Dean's calendar, including meeting preparation and follow-up. In addition, the role encompasses communications on behalf of and for the Dean of Libraries, including key aspects of grant management and donor relations.</p><br/><br/><b>SEIU Level</b><br/>Not an SEIU Position<br/><br/><b>FLSA</b><br/>Exempt<br/><br/><b>Employment Category</b><br/>Regular Full Time<br/><br/><b>Department Contact for Cover Letter</b><br/>Sue Mehrer<br/><br/><b>Special Instructions to Applicants</b><br/><p>Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.</p><br/><br/><b>Key Accountabilities</b><br/><p></p> <tr> <th>Key Accountabilities</th> <td><p>Administrative support for the Dean of Libraries:</p> <ul> <li>Manages all aspects of the Dean's schedule of appointments ensuring that details of meetings, including background materials, are provided well in advance, communicated accurately, and followed up if necessary. Coordinates the Dean's travel arrangements and logistics and processes the appropriate travel related financial forms. 25%</li> <li>Prepares correspondence, reports, presentations, memoranda, briefings and other written materials for the Dean. Fully supports Library meetings, including minute-taking as required. 10%</li> <li>Builds and maintains strong communications with key stakeholders, including the Office of the Provost, the Office of the President, Advancement Division and other Dartmouth departments, faculty, students, alumni and off-campus constituencies. 5%</li> </ul> <p>Administrative support for the Library Leadership Team (Dean of Libraries; three Associate Librarians; Director of Management Services):</p> <ul> <li>Maintains an annual calendar of actions needed and provides leadership for annual planning cycles and priorities to ensure effective time management. Provides project support for Leadership Team initiatives and programs. 15%</li> <li>Assists the Dean and the Leadership Team in the donor relations and stewardship efforts of the Library, including coordination with the Development Office. Acts as a liaison with the Gift Recording Office regarding donations. Tracks, processes, acknowledges, and maintains financial records for gifts to the Library, utilizing online financial systems. 10%</li> <li>Guided by the Director of Management Services, supports the Dean and the Leadership Team in financial reporting, including grant management. 5%</li> </ul> <p>General Library Administration Office responsibilities:</p> <ul> <li>Serves as the primary point of contact for inquiries and visitors, including answering, directing and/or screening incoming communications. Prioritizes, organizes, tracks and assures successful follow-up on inquiries, events and meetings. 10%</li> <li>Serves as the records manager for Library Administration; organizes and manages print and digital records, correspondence and other files, including Library records stored at Records Management, with particular responsibility for the files of the Dean and donor/development files. 5%</li> <li>Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.); is the office liaison to the Dartmouth Conferences and Special Events Office. Manages and maintains current information for business contacts, email distribution lists, and the Library Administration website as requested. Is the primary scheduler for Library conference rooms.10%</li> <li>Ensures business continuity in their absence by clearly documenting Library Administration procedures, training other support staff as appropriate and providing regular refresher sessions. 5%</li> </ul></td> </tr> <tr> <th>--</th> <td>Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.</td> </tr> <tr> <th>--</th> <td>Performs other duties as assigned</td> </tr> <img src="https://analytics.click2apply.net/v/W7V8r4uG5XArUM7jT7YXm"> <p>PI113687751</p>

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Posted: 2019-09-14 Expires: 2019-10-15

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Executive Assistant to the Dean of Libraries

Dartmouth College
Hanover, NH 03755

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Executive Assistant
93rd2018 - Executive Assistant
Overall Rating: 93/220
Median Salary: $57,410

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